ADMINSTRATIVE ASSISTANT - ASR Corporate Office, Hauppauge, New York

About the role

ASR International Corporation is a Small Business (SDB) founded in 1986 and headquartered in Hauppauge, New York. ASR provides best-value professional and technical support services—including program and project management, engineering support, construction management, quality assurance, logistics, and integrated product support—to U.S. Government agencies (Navy/NAVFAC, USAF, USACE, and others), prime contractors, and commercial clients across all 50 states and more than 40 countries worldwide. ASR is ISO 9001:2015 certified and committed to delivering innovative, cost-effective solutions to mission-critical challenges.

Responsibilities

• Serve as the primary administrative point of contact for all corporate insurance matters, coordinating closely with insurance brokers, carriers, and internal stakeholders (finance, contracts, operations).
• Prepare, review, customize, and distribute Certificates of Insurance (COIs) and policy endorsements to satisfy insurance requirements in government contracts, subcontracts, leases, and vendor agreements.
• Maintain organized insurance policy files, renewal calendars, and compliance records; proactively track policy expiration dates and coordinate timely renewals and updates with brokers.
• Aid in insurance claims intake, documentation gathering, and liaison with carriers and adjusters as needed.
• Support employee benefits administration (medical, dental, vision, life, disability) by assisting with enrollment paperwork, answering basic employee inquiries, and coordinating with Human Resources and benefits brokers.
• Provide high-level administrative support to the President & CEO and senior leadership team, including complex calendar management, scheduling and coordinating meetings (in-person and virtual), preparing agendas, briefing materials, and presentations, and tracking action items to completion.
• Draft, edit, proofread, and format professional correspondence, internal memoranda, reports, proposals, and other documents using Microsoft Word, Excel, and PowerPoint with a high degree of accuracy and polish.
• Cook up logistics for meetings, leadership offsites, visitor hosting, and special corporate events; take and distribute meeting minutes when required.
• Manage front-desk operations: professionally greet visitors, answer and route incoming calls on a multi-line system, manage incoming/outgoing mail, packages, and courier services.
• Maintain inventory of office supplies and equipment; place orders and coordinate with vendors and building management to ensure a well-functioning headquarters office.
• Provide backup administrative support to Human Resources functions, including new-hire onboarding paperwork processing, I-9 form verification assistance, and maintenance of personnel files in compliance with applicable regulations.
• Perform other administrative duties and special projects as assigned to support the efficient and professional operation of Corporate Headquarters.

Qualifications

• Associate’s degree in Business Administration, Office Management, Communications, or a related field; Bachelor’s degree strongly preferred. Equivalent combination of education and extensive relevant experience will be considered.
• Minimum of four (4) years of progressive administrative experience, with at least two (2) years providing direct, high-level support to C-suite executives or senior leadership in a corporate, professional services, or government contracting environment.
• Advanced, demonstrated proficiency in the full Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint). Must be able to independently create professional correspondence, complex spreadsheets with formulas/pivot tables, polished presentations, and manage shared calendars and document libraries.
• Exceptional organizational skills, time management, and attention to detail with the proven ability to prioritize competing demands, manage multiple projects simultaneously, and consistently meet deadlines in a fast-paced, dynamic environment.
• Outstanding written and verbal communication skills; professional, polished, and articulate presence when interacting with executives, government clients, vendors, and colleagues at all levels.
• Demonstrated ability to exercise sound judgment and maintain the highest level of confidentiality and discretion when handling sensitive company, financial, contractual, personnel, and client information.
• Experience with insurance administration, processing Certificates of Insurance, working with insurance brokers, or supporting employee benefits programs is strongly preferred.
• Must be legally authorized to work in the United States without current or future visa sponsorship.
• Ability and willingness to work full-time on-site at the Hauppauge, New York Corporate Headquarters (this is not a remote or hybrid position).

Skills

• Advanced proficiency in the Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Proven ability to handle confidential information with discretion.
• Advanced proficiency in insurance administration and employee benefits programs.

Benefits

• Medical, Dental, and Vision Insurance plans
• 401(k) Retirement Savings Plan with company match (subject to eligibility requirements)
• Paid Time Off (PTO), Paid Holidays, and Sick Leave
• Life Insurance and Accidental Death & Dismemberment (AD&D) coverage
• Professional development, training, and career growth opportunities
• Supportive, collaborative work environment within a stable and growing small business dedicated to mission success for our clients.

Pay

Competitive salary commensurate with experience and qualifications.

Schedule

Full-time, on-site position with no remote work option.